Executive Office Manager

Posted on 10/19/2022

Executive Office Manager
First Americans Museum – Application Deadline: Open until filled


First Americans Museum (FAM) seeks a highly organized candidate with excellent people skills for the position of Executive Office Manager. The candidate is responsible for a wide range of administrative tasks and provides support to the Executive Director/CEO. Fundamental to this position is working proactively and balancing multiple tasks. Strong administrative skills, attention to detail, excellent communication skills and a strong work ethic are essential. The candidate will have tremendous patience when dealing with senior staff, guests, VIPs, donors, and board members. The Manager reports directly to the Executive Director/CEO.


  • Answer and screen telephone calls for the Executive Director/CEO.
  • Assist with FAM special events, activities, and festivals, as needed.
  • Coordinate agenda and presentation materials for monthly all-staff meeting and semi-annual all staff and volunteer meeting.
  • Coordinate the compilation of data and materials for the annual report.
  • Maintain a well-informed knowledge of the exhibitions, programs, and services available at FAM.
  • Maintain staff and board directories with up-to-date contact information.
  • Maintains the Executive Director/CEO’s calendar and supports the ongoing maintenance and updating of the Master Building Calendar.
  • Organize and prioritize information and communications for Executive staff.
  • Plan, coordinate, and attend the semiannual off-site retreat for the Leadership Team and other offsite meetings.
  • Reconcile executive office credit card accounts and track department budget.
  • Support clerical needs for Executive Office, managing and maintaining files and preparing/sorting mail.
  • Supports Executive Director/CEO with general correspondence and memos, including the preparation of charts, tables, graphs, etc., as needed.
  • Use considerable judgment and discretion in scheduling and coordinating all meetings, appointments, and conferences for the Executive Director/CEO.
  • Perform other duties as assigned.
  • Assist with the preparation of Board and committee meetings.
  • Establishes, develops, maintains and updates filing systems for Executive Office. 
  • Must have high level of interpersonal skills to handle sensitive and confidential matters and must be able to demonstrate tact and diplomacy
  • Provide hospitality for VIP guests, including board members and donors, during visits.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Bachelor’s degree in liberal arts preferred.
  • 5+ years administrative experience.
  • Exceptional interpersonal skills.
  • Attention to detail.
  • Excellent written and verbal communication.
  • Good time management and organizational skills.
  • Conflict resolution experience.
  • Patience and good listening skills.
  • Maintain a high standard of confidentiality.
  • Knowledgeable in the use of various types of office equipment including personal computers, copiers, phones, and intercom systems.
  • Knowledge of the use of software applications including MS Word and Excel.
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
  • Ability to deal with problems involving several concrete variables in standardized situations.

The Executive Assistant reports to the Executive Director/CEO or other personnel as directed by the Executive Director/CEO.

The Executive Assistant is to adhere to the policies and ethics of FAM at all times. He or she wears appropriate office attire as per policy.  S/he asks for assistance on any matters not covered by this job description.

Manages and diffuses difficult situations. Responds promptly to Executive staff needs. Solicits feedback to improve service. Responds to requests for service and assistance. Meets commitments.

Looks for ways to improve and promote quality. Demonstrates accuracy and thoroughness.

Treats people with respect. Keeps commitments. Inspires the trust of others. Works with integrity and ethically. Upholds organizational values.

Displays willingness to make decisions. Exhibits sound and accurate judgment. Supports and explains reasoning for decisions. Includes appropriate people in decision-making process. Makes timely decisions.

Prioritizes and plans work activities. Uses time efficiently. Plans for additional resources. Sets goals and objectives.

Dexterity enough to use a keyboard and telephone; occasional lifting, carrying, pushing, and pulling up to 35 pounds; may be subject to extended periods of walking, standing, sitting, reaching, balancing, bending, kneeling, handling, feeling, climbing, and twisting; and vision, speech, and hearing sufficient to perform the essential tasks.  The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.